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CANYONVILLE CITY COUNCIL

MEETING MINUTES

REGULAR SESSION 7:00 P.M.

Monday, July 18, 2011 

REGULAR SESSION

 

I.                               CALL TO ORDER AND PLEDGE OF ALLEGIANCE:

 Mayor Deaton called the meeting to order at 7:00 p.m. and all joined in the Pledge of Allegiance.

 

II.                            ROLL CALL:

COUNCIL PRESENT:             Mayor Deaton, Councilors Braudt, Parker, Douglas, Kovachy, Coleman and Barton**.

COUNCIL ABSENT:               Student Councilor Webb was excused.

STAFF PRESENT:                   Administrator/Recorder Janelle Evans, Deputy Recorder Joan Beckman and Superintendent Tony Lakey.

STAFF ABSENT:                     None.

 

III.                         AGENDA REVIEW AND/OR ADDITIONS:

None

 

IV.       PUBLIC COMMENT:

None

 

V.        CONSENT CALENDAR:     

1.                  Approval of Regular Session 6-13-11 Minutes

2.                  Financial Reports

                        a)         Expenses vs. Budget w Encumbered (Period 12, June).

                        b)         Payroll Accrual Register (Period 12, June).

                        c)         Revenue Analysis (Period 12, June).

Councilor Kovachy moved, Councilor Braudt seconded a motion to approve the Consent Calendar as presented.  All voted “yes”.  The motion carried.

 

VI.       PUBLIC HEARINGS:

1.                  Ordinance No. 607 – An Ordinance Amending Chapter 8.04.090 of the Canyonville Municipal Code Relating to Weeds as a Nuisance / Memo, Administrator/Recorder Evans

Administrator/Recorder Evans noted that the code relating to weeds, grass or other noxious growth as a nuisance was in need of clarification.  A height limit would assist in the determination of the presence of a nuisance.  Administrator/Recorder Evans recommended the adoption of Ordinance No. 607.

 

Mayor Deaton opened the Public Hearing on Ordinance No. 607 – An Ordinance Amending Chapter 8.04.90 of the Canyonville Municipal Code Relating to Weeds as a Nuisance.

 

Mayor Deaton asked if there was any comment from the public.

There was none.

 

Mayor Deaton closed the Public Hearing.

 

Councilor Braudt moved, Councilor Douglas seconded a motion to adopt Ordinance No. 607 - An Ordinance Amending Chapter 8.04.090 of the Canyonville Municipal Code Relating to Weeds as a Nuisance.

 

Discussion:  The council discussed that the height restriction of 10” seemed too strict. The consensus of the council was to change the height limit to 12”.  Ordinance No. 607 was tabled until the August 15th, 2011 Council Meeting.  Staff will rewrite the ordinance changing the height limitation to 12”.

 

** Councilor Barton arrived @ 7:09

 

VII.     COUNCIL BUSINESS:

1.                  Presentation on sewer plant upgrade / Steve Major, Dyer Partnership

Mr. Major circulated printed information for the council to review as well as giving a power point presentation.  He further discussed the differences between SBR and MBR treatment systems.  Mr. Major noted that he would like a consensus from the council as to which treatment system they wanted built into the sewer plant upgrade.

 

Discussion:  The council generally discussed the differences between the systems including foot print size, floodplain impact, quality of treatment, compliance with future regulatory requirements, operation, efficiency and cost.

 

It was the consensus of the council to choose the MBR Treatment System for the sewer plant upgrade.

 

**Mayor Deaton called for a 5 minute break.

  

2.                  Memo of Understanding - IBEW Contract / Memo, Administrator/Recorder Evans

Administrator/Recorder Evans noted that the council had previously discussed the subject of compensation for Mark Wilson and had directed her to contact the Union and request a Memo of Understanding addressing the issue of filling in for an employee absent less than a full day for an extended period of time.  The MOU received from the Union clearly states that this was an unforeseen issue and was not to be interpreted as setting a precedent.  Her recommendation was that the council approve the MOU with the Union granting a 3% pay increase to Mark Wilson until Tony Lakey returns to full duty.

 

Councilor Braudt moved, Councilor Barton seconded a motion to sign the MOU with the Union and grant a 3% pay increase to Mark Wilson for the duration of Tony Lakey’s medical leave, effective July 20, 2011.

 

Discussion:  The council generally discussed the timing of the MOU, that this was an unanticipated circumstance, that this was not intended to set a precedent, that Mark Wilson should be compensated for filling in during Superintendent Lakey’s absence and that there was a need for someone for the Public Works Staff to go to during Superintendent Lakey’s absence.

 

The vote was:  In favor – Mayor Deaton, Councilors Braudt, Barton and Coleman.

                        Opposed – Councilors Parker, Douglas and Kovachy.

 

The motion carried.

 

3.                  Staff for Quiet Riot Concert / Memo, Administrator/Recorder Evans

Administrator/Recorder Evans noted that with the potential amount of attendees to the concert the council might consider approving staff working in order to help minimize the impact on the rest of the community.  She further proposed the consideration of half of the public works staff working during the concert and the other half work during the Pioneer Days Parade.  Compensation for the employees would be 1 ½ hours for every hour worked.

 

Councilor Parker moved, Councilor Braudt seconded a motion to authorize during the concert 2 public works employees to stay on the City Hall property to oversee parking, protect city property and be available for emergency situations only and authorize 1 person from the office staff for answering phones.

 

Discussion:  The council discussed preventing staff from involvement with law enforcement responsibilities.  The council further discussed potential traffic jams or accidents on city streets and the need for staff to be available for these circumstances or other city related issues or emergencies that might come up.  The council also discussed not wanting staff mingling around the concert area.

 

All voted “yes”.  The motion carried.

 

4.                  Charging Fee for Parking at City Hall / Memo, Administrator/Recorder Evans Administrator/Recorder Evans noted that 3 parking areas have been assigned for the Quiet Riot Concert.  Gross field, Booth property and the school parking lot.  These will all be charging a fee for parking.  She further noted that the city has 38 designated parking spaces at City Hall which could be used.  The city’s attorney noted that the city could charge for parking.  Administrator/Recorder Evans recommended that the city operate the parking lot and collect the revenue.  Should the council choose to charge or not it would be in the city’s best interest to monitor the city’s parking lot in order to prevent vandalism to city property.

 

Councilor Parker moved, Councilor Braudt seconded a motion not to charge for parking and to have city staff monitor the parking lot.

 

Discussion:  The council generally discussed potential liability should the city decide to charge a fee for parking. The council further discussed city staff monitoring the parking lot and the property at City Hall.

 

All voted “yes”.  The motion carried.

 

IX.       REPORTS:

1.                  SHERIFF’S OFFICE

a)      Marty Case

Sergeant Case was unable to attend the meeting.

b)      DC Sheriff’s Office Community Newsletter

The council reviewed the newsletter on their own.

 

2.                  SUPERINTENDENT’S REPORT

Superintendent Lakey highlighted his report adding:

a)      Water – Leaks are being repaired as they are discovered.  An emergency weld was done on the water header to repair a leak.

b)      Wastewater – An emergency weld was done on a pipe from the treatment to the return of  activated sludge.

c)      Park – Pavilion lighting will be completed before the concert.

Discussion:  The council generally discussed the wastewater plant headworks, pot hole repairing on 1st Street and the signage issue on 2nd Street opposite Umpqua Bank.

 

3.                  ADMINISTRATIVE REPORT

Administrator/Recorder Evans highlighted her report noting the following:

a)      Quiet Riot Concert – The Lion’s insurance coverage for the event has been reviewed by the city’s insurance agent and the certificate needed to be updated to include the rock concert.  The updated certificate will need to be received prior to the event taking place.  The coverage through the Lion’s Club is $10,000,000 aggregate.

b)      Budget – The document is scheduled to be bound and ready for distribution by next month.

c)      Auditors – The audit will take place beginning August 8th.  Staff is preparing the required information.

d)      Public Relations – Councilor Braudt attended and participated in the Jordan Creek Rest Stop opening and a green field certification ceremony for the Casino.

e)      Ordinance Amendment – The question regarding the poultry ordinance is tentatively scheduled for a Planning Commission Meeting sometime in August.

  

4.                  BOARDS, COMMISSIONS AND COMMITTEES

None

                                                                                               

X.        CORRESPONDENCE/INFORMATION:

1.                 In Packet:

a)      Seniors Escorting Seniors – June 2011 Report

2.                 Available for Inspection:

None

 

XI.       ANNOUNCEMENTS:

1.                  Planning Commission Regular Session – Thursday, August 4, 2011 @ 7:00 p.m.

2.                  City Council Regular Session – Monday, August 15, 2011 @ 7:00 p.m.

 

 ** 9:27 p.m. Mayor Deaton closed the Regular Session to reconvene into Executive Session.

 

EXECUTIVE SESSION AGENDA

 

I.                   CALL TO ORDER

COUNCIL PRESENT: Mayor Deaton, Councilors Braudt, Parker, Douglas,

Kovachy, Coleman and Barton

STAFF PRESENT:       Administrator/Recorder Evans, Deputy Recorder Beckman and Superintendent Lakey

 

II.                DISCUSSION:  ORS 192.660 (2) (h) Legal counsel – for consultation with counsel concerning                   legal rights and duties regarding current litigation or litigation likely to be filed.

 

III.                         EXECUTIVE SESSION ADJOURNMENT

 

** Mayor Deaton adjourned the Executive Session to reconvene into Regular Session at 9:50 p.m.   

 

XII.                       ADJOURNMENT

Being no further business the meeting was adjourned at 9:51 p.m.

 

Submitted by:                                                                         Approved by:

 

 

______________________________                                                ________________________________

Joan Beckman, Deputy Recorder                                         Robert A. Deaton, Mayor     

                                                                            

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